PREPARED BY: CHRISTIAN LARREYNAGA DATE OF MEETING: 05/18/2026
SUBJECT:
TITLE
CONSIDER ADOPTING RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE EXISTING AGREEMENT WITH OPENGOV, INC. FOR THE ADDITION OF PERMITTING AND LICENSING SOFTWARE SERVICES FOR THE PUBLIC WORKS DEPARTMENT FOR A FOURTEEN-MONTH TERM IN AN AMOUNT NOT TO EXCEED $73,600
CEQA: This proposed action is not a project as defined by CEQA.
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
Body
Compliance statements
FY 2025-2027 Council Priority Workplan Compliance Statements:
Improve Public Safety - 500 Employ Integrated Efforts to Reduce Blight is a major policy goal contained in the FY 2023-25 City Council Priority Workplan, effective April 7, 2025.
BACKGROUND
For more than 12 years, the Public Works Department Maintenance Division has utilized Cartegraph software, recently acquired by OpenGov, Inc., to track maintenance activities and manage infrastructure asset data for the City of San Pablo.
In July 2014, the City entered into an agreement with Cartegraph Systems, LLC for citywide software subscription and hosting services. The initial agreement was for a 12-month term and was subsequently renewed annually from 2015 through 2022. In 2023, the City executed a new three-year agreement with OpenGov for Enterprise Asset Management (EAM) software, enabling continued improvements in maintenance efficiency and compliance with regulatory requirements. The multi-year structure of this agreement also provided more favorable and predictable annual cost increases.
In January 2026, the City of San Pablo engaged OpenGov to explore its permitting and licensing software solutions. Through this evaluation, the City identified a need to modernize its existing permitting processes, which currently rely on manual data entry, email-based communication, and the physical printing and storage of paper permits. These processes limit operational efficiency, create redundancies, and provide minimal visibility to applicants regarding the status of their permits.
The proposed software solution would significantly improve these processes by allowing applicants to submit permit applications through an online portal, make payments electronically, and track the status of their applications in real time. Internally, the system would provide enhanced capabilities, including geospatial data integration, Laserfiche integration for records retention, and the ability to schedule inspections directly through the platform. Overall, the proposed system represents a substantial improvement over the City’s existing processes and is expected to enhance service delivery, transparency, and operational efficiency.
Pursuant to San Pablo Municipal Code Section 3.16.110.B, formal and informal bidding requirements do not apply to contracts involving the acquisition of proprietary software, intellectual property, or related specialized services that are integral to the operation and functionality of the product. The proposed agreement with OpenGov includes software licensing, implementation, configuration, training, hosting, maintenance, technical support, and system integration services necessary for the successful deployment and operation of the permitting and licensing platform. As such, the proposed agreement is exempt from the City’s formal and informal bidding requirements under the Municipal Code.
FISCAL IMPACT
The total cost for the proposed 14-month contract add-on is $73,599.25. Funding for the subscription, hosting, implementation, and related services associated with OpenGov’s Permitting and Licensing software is available through the CIP GIS Implementation Project (0953) and the proposed FY 2026-27 Public Works operating budgets for Streets Maintenance (200-3710-43600) and the Street Lighting and Landscape Assessment District (237-3610-43600), as summarized below, contingent on FY 2026/27 and FY 2027/28 Biennial Budget approval on June 15, 2026 by the City of San Pablo City Council.
• FY 25/26: $35,409.37 (June 1, 2025 - July 31, 2026, includes implementation)
• FY 26/27: $38,189.88 (August 1, 2026 - July 31, 2027)
Total: $73,599.25
Agreement Funding Sources
|
Description |
Timeframe |
Account Code |
Amount |
|
GIS Implementation Project |
FY 2025-26 (June 1, 2025 - July 31, 2026, includes implementation) |
320-0953-43600-GFD-420 |
$35,409.37 |
|
GIS Implementation Project |
FY 2026-27 (Aug 1, 2026 - July 31, 2027) |
320-0953-43600-GFD-420 |
$25,110.88 |
|
Streets Maintenance Operating Budget |
FY 2026-27 (Aug 1, 2026 - July 31, 2027) |
200-3710-43600 |
$6,539 |
|
Street Lighting & Landscape Assessment District Budget |
FY 2026-27 (Aug 1, 2026 - July 31, 2027) |
237-3610-43600 |
$6,540 |
|
TOTAL FUNDING |
$73,599.25 |
ATTACHMENTS:
Att A - Resolution
Att B - OpenGov Proposal dated 04/29/26